New Event Planner Position Available
Dec 19, 2024
Assistant Match is looking for a US-based, experienced virtual Event Planner to work with a client on two large events in 2025. This assignment starts in late January and could continue indefinitely if it is a good fit. This is an independent contractor position, not an employee.
The person in this role provides essential operational and logistical support for the successful pre-planning of meetings, conferences, and events. This role involves coordination with internal teams, vendors, and venues to ensure all arrangements are in place for seamless event execution. The position is focused exclusively on the pre-event phase and does not require on-site attendance. The ideal candidate is detail-oriented, organized, and experienced in managing multiple priorities in a fast-paced, remote environment.
Essential Job Functions:
Operations
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Collaborate with event stakeholders to define meeting requirements and objectives.
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Produce and distribute RFPs to identify venues.
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Research, evaluate, and secure external vendors to support event operations.
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Manage expenses to the event budget, ensuring financial goals are met.
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Track and manage deliverables, ensuring adherence to timelines.
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Finalize logistical arrangements, including audiovisual and catering, ensuring all details are ready for handoff to on-site staff.
Housing
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Identify and evaluate suitable properties for attendee accommodations.
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Provide housing details for event websites.
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Monitor room blocks, including room types, patterns, VIPs, staff rooms, and contractual obligations.
General Responsibilities
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Provide superior customer service and collaborate with internal teams and external vendors.
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Maintain detailed event records, contracts, and documentation for seamless event execution.
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Perform other duties as assigned to support the overall success of the pre-planning process.
Qualifications:
- Bachelor’s degree and 5-7 years of relevant experience, or an equivalent combination of education and experience.
- Strong time management and multitasking skills in a fast-paced environment.
- Superior attention to detail and first-class organizational skills.
- Excellent written and verbal communication skills.
- Exceptional customer service and problem-solving abilities.
- Strong negotiation skills and the ability to manage vendor relationships.
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Proficiency in MS Office applications (Word, Excel, Outlook), MS Teams, and SharePoint.
The first event is in early March and is in conjunction with the Army. There will most likely be 5-10 hours of work per week leading up to this event. The second event is in late July, with the busy time being late May, June and July. They anticipate needing approximately 10 hours of assistance per week around that event.
If you are qualified and interested in being considered, please reply to [email protected] by noon ET on 12/31 and use the subject, "Event Planner." Include an overview of similar work you have done, and your requested hourly rate. Please also confirm that you reside in the United States, and that you understand this is an independent contractor position, not an employee position. We will provide more information to top candidates. Interviews with Assistant Match will happen in late December or early January, and interviews with the client will occur in early-mid January.
Thank you,
The Assistant Match team
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